Changes via the portal

Parties with portal access can keep their information up to date themselves. This happens under your control: editing requires a permission you grant, and every change a party makes is recorded with its old and new value.

What a party does in the portal

What typically comes in through the portal:

What the party does	What it means for you
Sending a message through the message center.	The message lands on the Contact client tab and your team is notified by email. You reply from there. See Emailing your client.
Uploading a new passport or another expired document.	The document arrives in the file and the party has to be verified again.
Correcting their own details: address, contact details, employment, PEP answers.	The old and new values are recorded on the Audit trail and on the portal’s own History page.
Changing the ownership structure: a shareholder added or removed, percentages adjusted.	Follow up as described in Changes in the structure.

All of this requires the party to have the Update information permission, except sending messages.

Portal permissions

Each portal party has its own permissions, managed from the party list on the client’s Information tab with Update client portal permissions:

Permission	What it controls
Access to personal information	Whether the party sees their own submitted information. Always on, for every portal party; the checkbox is shown but cannot be switched off.
Access to company information	Whether the party sees the client company’s information. Switched on automatically for the point of contact and the additional point of contact when their portal is created by signing; not pre-ticked when you invite someone by hand.
Allow client to update information	Whether the party may edit their information. Without it, the portal is view-only.

The same permissions are chosen when you first invite a party to the portal. Changing them sends the party a notification email listing which permissions were added or revoked.

Update permission is on by default

Every party whose portal account is created automatically, which happens the moment they sign their form, receives Allow client to update information. It is pre-ticked in the manual invitation dialog too.

So the portal is editable by default, not view-only. If you want to keep it read-only, untick the permission when inviting, or revoke it afterwards. In practice most parties never see the Request permission button described below, because they already have the permission.

The “Request permission” flow

A party without update permission sees a Request permission button above their information in the portal. From there:

1. The party sends the request: a pre-filled message (“I would like to request permission to update my information”) through the message center.

2. The message arrives on the client’s Contact client tab and your team is notified by email.

3. Open the party’s Update client portal permissions dialog, tick Allow client to update information and save. The party can now edit.

You can also grant the permission along with an email you send: the mail composer on the Contact client tab has an Allow client to update portal information checkbox for the selected party.

How the party edits

With update permission, the party gets an Update information button in their portal.

• On a page with a form, a footer appears with Discard changes and Save changes; saving asks for a confirmation (“This will overwrite the previously saved information”).
• On a page without a form, for example the documents page, uploads are saved immediately. The party finishes with Lock information.

Permission stays until you revoke it

Saving or locking does not switch the update permission off. When the changes are complete, untick Allow client to update information in the portal permissions dialog to make the portal view-only again.

Every change is recorded

Every save a party makes in the portal is stored with its old and new values and shows up in two places:

• The client’s Audit trail tab, so your team sees what changed and when.
• The party’s own History page in the portal, a chronological list with a Change Details dialog per entry showing Type, Field, Old Value and New Value. Structure changes get their own sentences there, for example “A shareholder has been updated from 20% to 30% in the structure.”

A portal change does not re-open anything by itself

The dashboard does not automatically flag a party as needing re-verification after a portal change, and it does not email you about an information change (only about messages). The Information verified flag stays as it was.

So make it part of your routine to check the Audit trail of clients whose parties have update permission, and to set Information verified back to No and re-run the verification wizard when the change is material. Revoking the update permission as soon as the client is done is the simplest way to keep this manageable.